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3.2. OpenOffice.org Impress Figure 11.11. Choosing the Default File Format Your decision depends on whether you plan to exchange a lot of files with people who only use Microsoft tools. If this is the case, click on Use the Microsoft PowerPoint file format , but be warned that it is not perfectly supported. Also, this is only the default format and can always be overridden by changing the File type in the Save as dialog.

3. Presentation answers to your questions. Topics are accessible through a table of contents. An index is also available as well as a contextual search tool. 3. Presentation This section will give you a brief introduction to OpenOffice.org Impress’ presentation functions and features which allow you to build stunning presentations for any purpose, making it an excellent choice for any number of working environments. 3.1. What Is Presentation Software For? Whether you are a salesman, an engineer, an accountant or a student, you need to communicate your work to others in a simple and succinct way. Presentation software lets you replace long texts with images, graphs, little tables, small amounts of text, and maybe even some animations, to convey your ideas and be able to project them on a big white screen or wall. 3.2. OpenOffice.org Impress 3.2.1. Starting Choose Office ..Presentations ..OpenOffice.org Impress from the main menu to launch OpenOffice.org Impress. You can also open it from any other OOo application screen, by selecting File . New . Presentation , which will open the presentation wizard, answer its questions to create the skeleton for your presentation. When you first launch OpenOffice.org Impress, a dialog will show up (see Figure 11.11, Choosing the Default File Format [121]) asking you whether you prefer to use the Microsoft or OpenOffice.org format to save your files.

Figure 11.10. A 3D Chart Inside the Spreadsheet Charts are dynamic in the spreadsheet which means that when you change data in a cell belonging to a chart, the chart will be automatically updated. Clicking and then right-clicking on an inserted chart brings up a menu showing options to change many chart parameters. For instance, the chart’s title can be changed by double-clicking on it. 2.4. Going Further If you wish to learn more on the use of OpenOffice.org Calc, you should consult the tutorial available at the Tutorials for OpenOffice [http://www. tutorialsforopenoffice.org/category_index/spreadsheet.html] Web site. Also, don’t hesitate to refer to OpenOffice.org Calc’s help accessible through the Help .. Contents menu, or by pressing the F1 key. There you are bound to find 119 2.4. Going Further

2.3. Using the Spreadsheet Under KDE the Ctrl -F2 key combination switches to desktop number two, so you might want to redefine that in order to be able to invoke OpenOffice.org Calc’s functions wizard using a keyboard shortcut. Figure 11.9, Using a Function in a Formula [118] shows the AVERAGE function applied to the selected range of cells to calculate their average value. Note the use of the : character to specify a range of contiguous cells in the function. Figure 11.9. Using a Function in a Formula 2.3.3. Charts: Explaining Data in a Simpler Way When a spreadsheet contains too much information it often becomes difficult to understand how pieces of data relate to one another: too many numbers and too little meaning. The best way to represent this kind of data is through a chart. As in all data-analysis functions, you must select the region you intend to show in the chart. So, select a range of cells and then chose Insert ..Chart from the menu to bring up the chart assistant. Make your selections for the chart type, variant, title, axis titles, etc. and then click on Create to create and insert the chart in the spreadsheet (see Figure 11.10, A 3D Chart Inside the Spreadsheet [119]).

2.3. Using the Spreadsheet Figure 11.8. Simplifying Data Entry Using Auto-Completion 2.3.2. Adding Formulas Formulas can be used to automate the spreadsheet allowing you, for example, to run complex simulations. Within cells, formulas are defined by preceding all cell data with the = sign. Anything else is treated as static data. Operations are expressed using conventional algebraic notation. For example =3*A25+4*(A20+C34/B34) divides the value in cell C34 by the value in cell B34, adds the value in A20 to the result, multiplies that by 4 and adds to 3 times the value of cell A25. Thus, rather complex expressions can be made using simpler ones as a base. OpenOffice.org Calc gives you many pre-defined functions which you can use in your formulas, explore them by choosing the Insert . Function menu or by pressing the Ctrl -F2 keys.

2.3. Using the Spreadsheet Sheet Changing Buttons and Tabs Spreadsheets usually contain more than one sheet. Use these buttons to easily navigate through each of the spreadsheet’s sheets. From left to right they are: Go to the first sheet, Go to the previous sheet, Go to the next sheet and Go to the last sheet. You may also use the tabs to switch between sheets. 2.3. Using the Spreadsheet The following sections explore basic functions such as entering data and formulas in the spreadsheet and adding graphics to represent that data. An example of an imaginary company’s monthly expenses and sales figures is used. OpenOffice.org Calc is an enterprise-ready spreadsheet application and includes many features way beyond the scope of this document. Consult Section 2.4, Going Further [119], for more information on how to make full use of OpenOffice.org Calc. 2.3.1. Entering Data To enter data into a cell navigate to the cell and type the data in it, pressing the Enter key when you are finished. You can also use the Tab key or the Shift - Tab keys to move to the cell on the right or on the left, respectively. Auto-completion simplifies data entry guessing the next cell’s value using the current cell’s value as a base. It works for any kind of data which can be associated to a series of consecutive integral numbers. To use auto-completion put your mouse over the cell handle (the little black square located at the bottom right of the cell border), click on it and drag the cell. The cell values will be shown in a tool-tip (see Figure 11.8, Simplifying Data Entry Using Auto-Completion [117]). Release the mouse button to complete the cells once the desired final value is shown. Cell data can also be sorted according to different criteria. Select the cells you want to sort and then open the sort options dialog choosing Data ..Sort from the menu. Specify the sort criteria, order and additional options and click on the OK button to sort the cells. Make sure you also select columns and rows which act as headers for the data (in our example, the column B which contains the months) in order for those to follow the sorting of the data.

2.2. OpenOffice.org Calc 2.2.2. Interface Figure 11.7. OpenOffice.org Calc’s Main Window Format Bar This is the standard format bar for all OpenOffice.org applications used to change fonts, colors, alignment, etc. of the application’s data. Formula Bar Use it to enter, edit or delete formulas inside cells. Work Area Where you enter the data in the spreadsheet: numbers, dates, formulas, images, etc. Select All Clicking on this little area at the top left corner of the work area will select all cells at once. It’s useful when you need to make changes which are global to the spreadsheet. For example, changing all font sizes in the cells to 10pts (points).

2.2. OpenOffice.org Calc Figure 11.5. Rows, Columns and Cells Figure 11.6. Choosing the Default File Format Your decision depends on whether you plan to exchange a lot of files with people who use only Microsoft tools. If this is the case, click Use the Microsoft Excel file format , but be warned that it is not perfectly supported. Also note that this is only the default format and can always be overridden by changing the File type in the Save as dialog.

2. Spreadsheet OpenOffice.org Writer is able to export your documents in PDF format (choosing File . Export as PDF from the menu). This allows you to publish your documents in the Adobe Reader format. 2. Spreadsheet This section will give you a brief introduction to OpenOffice.org Calc’s spreadsheet functions. We take for granted that you know why you intend to use a spreadsheet and will not delve deeply into application-specific (accounting, financial, simulation, etc.) considerations. 2.1. What’s a Spreadsheet? Spreadsheets are electronic replacements for an accountant’s ledger book and calculator. They use columns and rows to allow math operations to be performed on previously entered data. Nowadays, spreadsheets do a lot more as they are often used as (very) simple databases or as a charts and graphs application, even though that was not the original intention of such software. Rows are named 1, 2, etc. Columns are named A, …, Z, AA, AB, etc. The intersection of a row and a column is a cell, and its name is composed of the column and row attributes, for example: C3 (shown in Figure 11.5, Rows, Columns and Cells [114]). The active row and column names are highlighted. 2.2. OpenOffice.org Calc 2.2.1. Starting To launch OpenOffice.org Calc, select Office+Spreadsheets . OpenOffice.org Calc from the main menu. You can also open it from any other OpenOffice.org application screen, selecting File + New . Spreadsheet , which will open an OpenOffice.org Calc window with a blank spreadsheet on it. When you first launch OpenOffice.org Calc, a dialog will show up (see Figure 11.6, Choosing the Default File Format [114]) asking you whether you prefer to use the Microsoft or OpenOffice.org format to save your files.

1.4. Going Further 1.3.6. Index To index important terms in your document, proceed as follows: 1. Select the word you wish to index. 2. Access the Insert + Indexes and Tables ..Entry sub-menu. 3. Make sure the Index type is set to Alphabetical Index and click the Insert button. 4. When you are finished entering all the terms you wish to index, generate the index table by accessing the Insert + Indexes and Tables ..Indexes and Tables sub-menu. Remember to choose the appropriate Title and to set the Type to Alphabetical Index. Bear in mind that indexes generally go at the end of documents. If you continue to add index terms to your document you must update the index for your modifications to be taken into account. Proceed as described above for the TOC, but clicking inside the index. 1.3.7. Page Headers and Footers By default page headers and footers are common to all pages of a document. Use them to describe certain aspects about the document’s content, for example: page number, total number of pages, chapter, section, document’s title, etc. Choose Insert + Header ..Default from the menu to add a page header to your document, and choose Insert + Footer .. Default to add a page footer to your document. Just type the header/footer text you want to be shown or use one or more of the Insert ..Fields menu items to compose the header/footer. 1.4. Going Further If you wish to learn more on the usage of OpenOffice.org Writer, you should consult the tutorial available on the Tutorials for OpenOffice [http://www. tutorialsforopenoffice.org/category_index/wordprocessing.html] Web site. Also don’t hesitate to refer to the OpenOffice.org Writer’s help which is accessible through the Help ..Contents menu, or by pressing the F1 key. You are bound to find the answers to your questions.